Section Secretary (Secretary Supervisor)
Salary
$34,176.00 – $44,400.00 Annually
Location
Thurston County – Lacey, WA
Job Type
Full Time – Permanent
Department
Dept. of Ecology
Job Number
2017-HWTR2237-11470
Closing
12/31/2017 11:59 PM Pacific
- Description
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Keeping Washington Clean and Evergreen
Protecting Washington State’s environment for current and future generations is what we do every day at Ecology. We are a culture that is invested in making a difference. If you want to join a team that is highly effective, collaborative, has leadership that embraces the value of people, and believes in the fun factor, Ecology is a good fit.
The Hazardous Waste and Toxics Reduction (HWTR) Program within the Department of Ecology is looking to fill a Section Secretary (Secretary Supervisor) position. This position is located in our Headquarters Building (HQ) in Lacey, WA.
The Section Secretary (Secretary Supervisor) position oversees the administrative support for the 60 professional and technical staff in the HWTR located in our HQ building. Some of the key activities of the position include: performing secretarial duties such as: drafting memos and forms; finalizing documents according to agency standards; planning, organizing, and prioritizing work; scheduling meetings, events, and travel itineraries, including managing and or delegating related logistical support; assisting and coordinating with the Administrative Assistant 4.
We are looking for applicants who possess excellent people skills, the ability to quickly assess a situation and make a decision and the ability to communicate with a diverse audience.
As an agency, we invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism and accountability. Maybe you’ve seen some of our recent stories on Twitter, Facebook, Instagram or our blog.
To learn more about our agency, please visit our website at www.ecy.wa.gov.Local efforts… Diverse people… Statewide impacts
- Duties
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The Hazardous Waste and Toxics Reduction (HWTR) Program is made up of people dedicated to fostering sustainability, preventing pollution, and promoting safe waste management. We do many different things in a coordinated approach to protect the people and environment of Washington from pollution from hazardous products and waste.
Some of the key work activities of the Section Secretary (Secretary Supervisor) position include:- Assisting section managers with email, calendars, planning and organizing meetings, reserving meeting rooms, screening phone calls, routing calls and visitors to appropriate staff, proofreading and editing materials. Approving leave requests, timesheets, and purchase requests on behalf of the managers. Making travel arrangements and itineraries, completing travel forms for section managers. Helping prepare managers for meetings and annual evaluations. Relaying messages and information to staff on behalf of the managers (voicemail and email). Maintaining records of incoming and outgoing correspondence as needed.
- Supervising two (2) full-time permanent administrative positions to include training, prioritizing work, assigning and checking the work, and approving training, leave requests and time sheets. This includes hiring when positions are vacant. Conducting annual performance evaluations and taking necessary supervisory action on personnel issues. Overseeing purchasing and time accounting needs. Ensuring overall program HQ administrative operations including reception phone coverage.
- Coordinating office operations by overseeing support to program’s HQ-related meeting and event logistics to include: securing meeting rooms and/or facilities; distributing agendas; organizing meeting materials including transport; taking meeting notes; helping set-up and break-down support materials including projectors, computers, displays, easels, etc.; transcribing recordings, flip charts, grease-boards, etc. Processing forms for on-staff and off-staff notifications. Assisting the Secretary Senior with purchasing and time accounting functions. Coordinating with building services for office space changes. Providing other administrative support to HQ staff. Serves as a backup coordinator for Voice Services Coordinator. Completes InfoCentre requests by processing notifications and forms for ‘on-staff’ and ‘off-staff’ needs. Acts as the program EPIC Coordinator by entering information and keeping EPIC updated. Backup the WebEx Coordinator with setting up WebEx meetings for staff as needed. Serves as the Docket Information Management Coordinator for the program by creating dockets as necessary. Coordinates with building services for office space changes. Provides administrative support to all HQ staff for correspondence formatting and review. Oversees the tracking and maintenance of the program’s HQ equipment (projectors, cameras, etc.). Orders and maintains the sections’ office supplies.
- Is the back-up Records Information Management Coordinator for HWTR HQ. Attends RIM Coordinator meetings in the absence of the RIM Coordinator. Assists in the day-to-day transactions associated with the program/office’s records-related functions. This can include file organization and maintenance, implementation of retention schedules, inactive records storage, and records destruction.
- Assists and backs-up as needed the Program Manager’s Assistant. Helps the program manager with email, calendar, and meeting preparation. Maintains current Desk Manual. Training and skills development.
- Qualifications
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Required Qualifications:
High School Diploma or equivalent AND three (3) years of increasingly responsible office experience that includes leading the work of others.
Desired Qualifications:- Three (3) years of experience supervising one or more full-time employees.
- Keyboarding accurately
- Strong organizational skills
- Reliable and punctual
- Complete assigned tasks on time
- Multi-task: must have the ability to manage multiple priorities
- Maintain professional, business-like composure and patience under stress
- Computer skills: ability to use the Internet and Microsoft Office Word, Excel, SharePoint, PowerPoint, and Outlook.
- Communications: Consistently follow accepted rules of the English language regarding grammar, word usage, pronunciation, and sentence structure in all oral and written communications.
- Supplemental Information
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Application Instructions:Please include the following documents as an attachment to your application:
- A cover letter describing how your experience, skills and abilities meet the required qualifications of this position.
- A resume outlining your professional experience.
Please complete the applicant profile when applying for this position. Or, you may paste the text of your resume within the profile’s resume text field.
Please read the supplemental questions carefully and answer completely. Incomplete responses, including “please see resume” may disqualify you from further consideration.
Department of Ecology employees, please make sure to answer the agency-wide questions regarding permanent status as classified employee within the Washington General Service or Washington Management Service. Do not forget to select Department of Ecology as a response to question 2, and type your personnel ID number for question 3. If you are not sure of your status or do not know your personnel ID number, please contact Human Resources at (360) 407-6186.
If you are reading this announcement in print format, please visit www.careers.wa.gov to access the online recruitment system. Click on “Look for Jobs” and select Dept. of Ecology under the “Department” search list. Click “Apply Search.”
Other Information:If you need assistance applying for this job, please call Human Resources at (360) 407-6186 or e-mail careers@ecy.wa.gov. Please do not call this number or send an email to this address to follow-up the status of your application. You can view the latest status of your application on your profile’s main page.
If you have specific questions about the position, please email Linda Riedel at: Linda.Riedel@ecy.wa.gov. Please do not contact Linda to inquire about the status of your application.
The act of submitting application materials electronically is considered affirmation that the information is complete and truthful. The state may verify this information and any untruthful or misleading answers are cause for rejection of your application or dismissal if employed.
The Washington State Department of Ecology is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application/testing process or this job announcement in an alternative format may call (360) 407-6186. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
- Agency
- State of Washington
- Address
-
View Job Posting for Agency Information
View Job Posting for Location, Washington, 98504.
- Phone
- View Posting for Agency Contact
- Website
- http://www.careers.wa.gov